Admissions and Records Specialist, Full-Time
Salary: $5,597.67 - $7,875.84 Monthly
Location: Palm Desert, CA
Job Type: FULL TIME
Job Number: 2500249
Division: Office of Instruction
Department: Admissions & Records
Opening Date: 08/06/2026
Closing Date: 8/28/2026 11:59 PM Pacific
Bargaining Unit: CSEA-California School Employees Association
Description
About College of the Desert
The College of the Desert, Desert Community College District enrolls approximately 20,000 students each academic year with steady enrollment growth each year. College of the Desert embraces diversity in all forms and the right of all people to have access to quality higher education in a safe learning environment. Designated as a Hispanic-Serving Institution (HSI), College of the Desert administers an array of student programs specifically focused on student support and helping students achieve their educational and career goals. As a two-year college, we offer Associates Degree for Transfer, both in Art and Sciences, Associates Degrees, and Certificates across a wide range of disciplines.
College of the Desert is a district that consists of leadership, staff, and faculty who are committed to enhancing our community through supporting the academic success of all of our students including racially and ethnically diverse students, students with disabilities, students who are first generation to college, veterans, students of all ages, students with diverse socio-economic backgrounds, "dreamers", and students of diverse sexual orientation and gender expression.
When you join College of the Desert you can expect to be part of a diverse, inclusive, and collaborative community. We provide students with a rich and dynamic learning experience that embraces differences, emphasizes collaboration, and engages students in and out of the classroom. We are committed to ensuring that College of the Desert is a welcoming place for the success of all students.
Interested in learning more about College of the Desert and the Coachella Valley? Visit the links below.
- The Community - Coachella Valley
- College of the Desert
Who We Want:
College of the Desert is seeking individuals from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. As such, we prioritize individuals who fully demonstrate their understanding of the community we serve, the benefits of diversity in a professional and educational setting, and values creating a culture that brings people together. A successful candidate will value working in a collegial, collaborative environment that is guided by a commitment to inclusion, student education, and equity. An equity-minded individual is a person who already does or has demonstrated the desire to:
- Understand the importance of holding ourselves accountable as faculty, staff and leadership for closing equity gaps and engaging in equitable practices;
- Reframe inequities as a problem of practice and view the elimination of inequities as an individual and collective responsibility;
- Encourage positive race-consciousness and embrace human difference;
- Reflect on institutional and teaching practices and aim to make them more culturally responsive; and
- Strategically build buy-in and participation among colleagues for equity-related initiatives.
BASIC FUNCTION
Under the direction of the Director, Admissions and Records, coordinate and perform specialized duties related to admissions, registration, evaluation, residency, special student applications and maintenance of student records requiring knowledge of State requirements affecting District funding; provide work direction in related areas to assigned staff.
REPRESENTATIVE DUTIES
- Oversee and provide admission, registration, and enrollment support for a variety of special programs; coordinate the processing and reviewing of admissions applications and other related documents; review for completeness, accuracy, and compliance to state and federal standards; work confidentially with student records.
- Review and process CCPG appeals and priority restorations with notifications to the students.
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Communicate in person, telephone, or email with students, faculty, staff, and the public to explain and assist with fees, student records, enrollment, and registration procedures. Notify students of outstanding materials in accordance with District, state, and federal rules, regulations, policies and procedures.
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Evaluate and determine residency requirements according to state and federal regulations; serve as primary resource person for students on issues of residency; interpret residency legislation to resolve complex visa and amnesty problems; approve or deny residency accordingly. Update residency and rebill students as requested.
- Process, review, and evaluate requests for registration, enrollment, adds, drops, grade changes, incompletes, repeat courses, and exceptions to assure completeness and compliance to District and state guidelines, policies, procedures, regulations, and laws; grant and document when appropriate; coordinate and disseminate.
- Process, evaluate, communicate, notify, and guide all Nursing Program applications.
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Receive transcripts electronically, by mail, or in-person. Evaluate transcripts and build equivalencies into Transfer Evaluation System (TES) and Datatel.
- Travel to local high schools or off-campus sites to provide information and assistance to potential students; conduct presentations on application and enrollment procedures, assessment testing, orientations, telephone, and online registration and other related information.
- Process applications for graduation/degree posting, prerequisite and corequisite challenge forms, prerequisite waivers, waitlist
- Maintain records as appropriate for student transcripts; process one day and 21 day transcript requests; National Student Clearinghouse; EAPP reports in accordance with state and District policies and guidelines.
- Oversee and maintain the computerized grade and attendance collections system and forms inventory system for class reports and records; maintain student database, printers, and supplies used in grade and attendance reporting; identify and notify instructors who need to submit grades. Prepare folders for instructors, including attendance, census, grades, and permanent class rosters.
- Train and assist faculty and staff in the operation of the system and equipment; resolve enrollment, grading and attendance problems. Monitor and research positive attendance reporting; prepare and disseminate overdue notices and a schedule of reporting dates according to established procedures. Analyze, research, and resolve questions or concerns related to students on roster, added or dropped classes or other related issues.
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Receive and audit permanent class and census rosters; organize and maintain class record files on a term basis; follow-up on overdue reports with faculty and supervisors as necessary.
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Process faculty-initiated grade changes and incompletes; explain grade change policies and guidelines to staff, students, and public; maintain roster and student files with grade changes documentation.
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Process and maintain student records including social security number, address, telephone, or other changes; update student database and verify accuracy; notify students and file documentation.
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Evaluate incoming transcripts and records for admissions or transfer; determine course equivalencies; convert quarter to semester units; evaluate courses for inclusion on IGETC; update the database; use ASSIST for course evaluation; work with advisors to verify Associate degrees; check for complete courses and unit totals. Review and evaluate academic records and transcripts to determine eligibility for general education (GE) certification and certificate programs in compliance with policies and regulations; post GE certifications to student records; maintain and track records and Degree Audits, assist with graduation exercises as required.
- Operate a variety of office machines including a computer and related software. Utilize document-imaging equipment for applications, registration forms and a variety of support documentation.
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Research past student records related to registration, enrollment, or educational progress as requested.
- Assist in the selection and training of staff, student workers, and others; provide work direction and guidance.
- Maintain a variety of files, records, and reports. Run queries and reports as assigned.
Perform related duties as assigned.
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MINIMUM QUALIFICATIONS
Any combination equivalent to: An Associate's Degree in liberal arts or related field and four (4) years' experience working with records in an educational setting.
KNOWLEDGE AND ABILITIES
Knowledge of:
- Specialized functions, activities, and operations of admissions, enrollment, and registration.
- State, federal and District rules and regulations related to student residency requirements.
- General education certification and certificate programs; including applicable Education Code requirements.
- Modern office practices, procedures and equipment; record-keeping techniques.
- Operation of a computer and applicable software including word processing, spreadsheets, and email.
- Data entry techniques.
- Reporting techniques.
- Oral and written communication skills.
- Interpersonal skills using tact, patience and courtesy
- Financial record-keeping procedures, methods, practices, and terminology. Understanding of and sensitivity to diversity.
Ability to:
- Perform clerical and public contact work in support of the Admissions and Records function.
- Operate a computer and assigned software including database management, word processing, spreadsheets, and email.
- Communicate effectively both orally and in writing.
- Maintain records and prepare reports.
- Understand and follow oral and written instructions.
- Learn, interpret, and communicate policies, guidelines, regulations, and laws to staff, students, and public and exchange information.
- Prioritize and schedule work.
- Post and make arithmetic computations and data rapidly and accurately. Operate a ten-key calculator.
- Meet schedules and time lines.
- Establish and maintain cooperative and effective working relationships with others.
- Work confidentially with discretion.
- Sit or stand for extended periods; bend at the waist, kneel, or crouch.
EMPLOYMENT STATUS
- Classified Bargaining Unit Position
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Classified Staff Salary Range 13
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Retirement System: CalPERS (upon meeting eligibility criteria)
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Salary placement is contingent on education, experience, and department budget.
WORKING CONDITIONS:
Environment: Office environment. Constant interruptions.
SCHEDULE & LOCATION:
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This position is scheduled 40 hours per week, 12 months per year.
- The schedule is:
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Monday - Thursday from 8:00 a.m. - 6:00 p.m.
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Friday from 8:00 a.m. - 12:00 p.m.
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The primary location is Palm Desert Campus.
- The schedule and location are subject to change based on District need.
REQUIRED APPLICATION AND REQUIRED UPLOADED DOCUMENTS:
To be considered a candidate for this position, the following materials must be electronically uploaded:
- Online Application: All sections of the College of the Desert District online application must be completed including education and experience.
- Resume: Must include length of employment (month/year start and end dates) for each employer.
- Cover Letter: Please address how you meet the minimum requirements for this position and any special qualifications you possess.
OPTIONAL UPLOADED DOCUMENTS:
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College Transcripts: Academic transcripts of all college level coursework showing date degree awarded from an accredited institution. For consideration, degree(s) must be awarded at the time of application. Unofficial transcripts are acceptable at time of application. Successful candidate must provide official transcripts upon hire. Non-U.S. transcripts must include a certified U.S. evaluation (i.e., NACES agency: www.naces.org) at the time of application. Diplomas will not be accepted in lieu of the required transcripts.
REQUIRED IN YOUR APPLICATION:
- List of References: References should include at least two supervisors and one colleague. Please include name, title, email and current phone numbers. Letters of reference will not be accepted in lieu of the required List of References.
IMPORTANT INFORMATION FOR APPLICANTS:
- Applicants must be authorized to work for any employer in the U.S.
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College of the Desert does not offer sponsorship nor take over sponsorship for an employment VISA.
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Employment is contingent on residence in California.
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Incomplete application packages will not be considered.
- All submitted materials become the property of College of the Desert Community College District and will not be returned or copied and will be considered for this position only.
- Salary placement will be contingent on all materials submitted for this position.
- Applicant bears the sole responsibility for ensuring that the application package is complete when submitted.
- All travel arrangements will be at applicant's expense.
- Application materials must be received by the deadline. Application materials received after the closing deadline will not be accepted.
- For online application, information, and instructions, visit the College of the Desert job opportunities website at https:// www.collegeofthedesert.edu/faculty-staff/human-resources/career-opportunities.php or call (760) 773-2529.
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FAQs: For additional information, click here: Recruitment - Frequently Asked Questions.
TIMELINES:
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For consideration, please apply by August 28, 2026. Late submissions will not be accepted.
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Interviews are tentatively scheduled in-person on September 28, 2026.
- Final Interviews are tentatively scheduled in-person on October 5, 2026.
Tentative schedule is subject to change based on District need.
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Notice to all Candidates for Employment:
DISTRICT RIGHTS: College of the Desert reserves the right to re-open, re-advertise, delay, or cancel filling this position.
The SELECTED CANDIDATE is required to complete the following prior to employment:
- Provide a Certificate of Tuberculosis Exam for initial appointment (Note: The certificate must be renewed every 4 years as a condition of continuing employment).
- Have fingerprints taken by a Live Scan computer at the candidate's expense (Clearance must be received prior to the first day of employment).
- Present original documents for proof of eligibility to work in the United States(Note: We are unable to sponsor or take over sponsorship of an employment Visa at this time.) A Social Security Card will be required for payroll processing.
- Participate in a new hire onboarding, completing all required tasks and forms.
May be required to complete a fitness for duty physical exam based on the job description, as applicable.
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Salary Placement: Contingent on education, experience, and department budget. All materials must be provided at the time of application for consideration.
The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. The Desert Community College District (DCCD) will not sponsor any VISA applications nor take over any VISA.
Employees must reside in California while employed with the Desert Community College District (DCCD).
California Public Employees Retirement System and California State Teachers Retirement System:
A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with the DCCD will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.
Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the DCCD to perform service that requires membership in CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS
Disability Accommodations:
If you require special accommodations in the application and/or evaluation process, please notify Human Resources at least two (2) business days prior to the job posting close or initial screening date, by either calling (760) 773 -2529 or sending an e-mail to
[email protected].
Attendance Requirement:
All DCCD employees are required to report to work on a regular and consistent basis, as scheduled, to assigned job.
Campus Crime and Safety Awareness:
Information regarding campus crime and safety awareness can be found at https://www.collegeofthedesert.edu/students/public-safety/.
Non-Discrimination Notice:
The DCCD provides access to its services, classes, and programs without regard to national origin, immigration status, religion, age, gender, gender identity, gender expression, race, ethnicity, color, medical condition, military and veteran status, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, or because they are perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.
California Fair Chance Act:
The DCCD will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the DCCD is concerned about a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report.
Diversity, Equity, Inclusion and Equal Employment Opportunity:
The DCCD is committed to creating an academic and work environment that fosters diversity, equity, and inclusion (DEI) and equal employment opportunity (EEO) for all, and ensures that students, faculty, staff, and managers of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes the DCCD a unique and special place for individuals of all backgrounds.
The DCCD is looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join the DCCD, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, managers, and community partners. In deciding whether to apply for a position at the DCCD, you are strongly encouraged to consider whether your values align with the DCCD's mission and goals for DEIA and EEO.
Additional Resources
- Americans with Disabilities Act (ADA)
- California Department of Fair Employment and Housing (FEHA)
- Discrimination Laws Regarding People With Disabilities
- Reasonable Accommodation
- Job Accommodation Network (JAN)
- AP 7100 - Commitment to Diversity (Download PDF reader)
- COD - Equal Opportunity Plan (Download PDF reader)
Department of Labor's Office of Federal Contract Compliance Programs (OFCCP)
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THE DCCD IS AN EQUAL OPPORTUNITY EMPLOYER
To apply, visit: https://www.schooljobs.com/careers/collegeofthedesertca/jobs/5389454/admissions-and-records-specialist-full-time
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